Oracle Sales Cloud Securing Oracle Sales Cloud. Release 10

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1 Oracle Sales Cloud Securing Release 10

2 Oracle Sales Cloud Securing Part Number E Copyright , Oracle and/or its affiliates. All rights reserved. Authors: Shannon Connaire, Scott Dunn, David Christie, Suzanne Kinkead, Jiri Weiss This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish, or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them to us in writing. If this is software or related documentation that is delivered to the U.S. Government or anyone licensing it on behalf of the U.S. Government, the following notice is applicable: U.S. GOVERNMENT END USERS: Oracle programs, including any operating system, integrated software, any programs installed on the hardware, and/ or documentation, delivered to U.S. Government end users are "commercial computer software" pursuant to the applicable Federal Acquisition Regulation and agency-specific supplemental regulations. As such, use, duplication, disclosure, modification, and adaptation of the programs, including any operating system, integrated software, any programs installed on the hardware, and/or documentation, shall be subject to license terms and license restrictions applicable to the programs. No other rights are granted to the U.S. Government. This software or hardware is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications that may create a risk of personal injury. If you use this software or hardware in dangerous applications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy, and other measures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications. Oracle and Java are registered trademarks of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners. Intel and Intel Xeon are trademarks or registered trademarks of Intel Corporation. All SPARC trademarks are used under license and are trademarks or registered trademarks of SPARC International, Inc. AMD, Opteron, the AMD logo, and the AMD Opteron logo are trademarks or registered trademarks of Advanced Micro Devices. UNIX is a registered trademark of The Open Group. This software or hardware and documentation may provide access to or information on content, products and services from third parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third-party content, products, and services. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third-party content, products, or services. For information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program website at ctx=acc&id=docacc Oracle customers have access to electronic support through My Oracle Support. For information, visit ctx=acc&id=info or visit if you are hearing impaired.

3 Securing Contents Preface 1 i Introduction to Security Securing : Overview Authentication and Identity Management Authentication and Identity Management Predefined Sales Roles Role Types Security Policies Security Customization: Points to Consider Reviewing Predefined Roles How Users Gain Access to Opportunities How Users Gain Access to Leads Multiple Business Units and Data Access Data Sharing Mechanisms and Visibility Overview About Role Hierarchies and Inheritance Authorization with Role-Based Access Control Role-Based Access Control About Users 21 About Creating Users for About Provisioning Enterprise Roles to Users Creating Setup Users for... 27

4 Securing 6 Getting Ready to Create Application Users What You Must Do Before Creating Application Users Creating a Resource Organization Designating a Resource Organization as the Top of the Sales Hierarchy Creating Additional Resource Roles Creating Rules to Automatically Provision Job Roles to Sales Users Automatic and Manual Role Provisioning Provisioning Roles for Customization Testing FAQs for Preparing for Application Users Creating Application Users 49 User Setup Options Setting Up Notifications for New Users Oracle Applications Cloud Password Policy Setting the Default User Name Format Creating Application Users for Managing Application Users Resetting User Passwords Changing User Resource Roles When Job Assignments Change Terminating User Accounts Inactive Users Report Reference FAQs for Terminating Users Using the Security Console 63 Security Tools and Interfaces: How They Work Together Setting Up the Security Console Security Console Visualizations Simulating Navigator Menus in the Security Console Security Console Analytics FAQs for Using the Security Console Reviewing Roles and Role Assignments 71 Reviewing Roles and Role Assignments on the Security Console Reviewing Job and Abstract Roles on the Security Console Comparing Roles User and Role Access Audit Report Reference... 73

5 Securing 11 Certificate Management Managing Certificates Generating Certificates Generating a Signing Request Importing and Exporting X.509 Certificates Importing and Exporting PGP Certificates Deleting Certificates Customizing Security Overview Copying Job or Abstract Roles Using the Security Console Copying Sales Roles: Points to Consider Creating a Job or Abstract Role in Oracle Identity Manager Running Retrieve Latest LDAP Changes Copying and Editing Duty Roles Using the Security Console Managing Data Security Policies on the Security Console Creating Custom Duty Roles in Authorization Policy Manager Role Optimization Synchronizing with Oracle Identity Management 101 Synchronization of User and Role Information with Oracle Identity Management Scheduling the LDAP Daily Processes About Sending Pending LDAP Requests About Retrieving Latest LDAP Changes Security and Reporting Security for Sales Cloud Analytics and Reports Delivered Roles for Sales Cloud Analytics and Reports Business Intelligence Roles Customizing Security for Oracle Transactional Business Intelligence Viewing Reporting Roles How can I customize Oracle Transactional Business Intelligence duty roles?

6 Securing 15 Implementing Federated Single Sign-On Overview About Federated Single Sign-On Implementing Federated Single Sign-On Uploading User Data from an LDAP Directory into Synchronizing User Data when Users are First Provisioned in Sales Cloud Advanced Data Security Advanced Data Security

7 Securing Preface Preface This Preface introduces information sources available to help you use Oracle Applications. Oracle Applications Help Use the help icon to access Oracle Applications Help in the application. Note If you don't see any help icons on your page, click the Show Help button in the global area. Not all pages have help icons. You can also access Oracle Applications Help at Oracle Applications Guides To find other guides for Oracle Applications, go to: Oracle Applications Help, and select Documentation Library from the Navigator menu. Oracle Help Center at Other Information Sources My Oracle Support Oracle customers have access to electronic support through My Oracle Support. For information, visit or visit if you are hearing impaired. (if you are hearing impaired). Oracle Enterprise Repository for Oracle Fusion Applications Oracle Enterprise Repository for Oracle Fusion Applications ( provides details on assets (such as services, integration tables, and composites) to help you manage the lifecycle of your software. Documentation Accessibility For information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program website at i

8 Securing Preface Comments and Suggestions Please give us feedback about Oracle Applications Help and guides! Send to: Click your user name in the global area of Oracle Applications Help, and select Send Feedback to Oracle. ii

9 Chapter 1 Securing 1 Introduction to Security Introduction to Security Securing : Overview is secure as delivered. This guide describes how to enable user access to functions and data. Some of the tasks described in this guide are performed only or mainly during implementation of Oracle Sales Cloud. Most, however, can be performed at any time and as new requirements emerge. This topic summarizes the scope of this guide and identifies the contents of each chapter. Guide Structure This table describes the contents of each chapter in the guide. Chapter Contents Authentication and Identity Management Introduces authentication and identity management in Authorization with Role-Based Access Control A brief overview of how role-based access control (RBAC) is implemented in. Data Sharing Mechanisms and Visibility How users gain visibility to object data. About Users Getting Ready to Create Application Users Creating Application Users Managing Application Users How to create and manage Sales Cloud setup users and application users, and how to provision users with roles to provide them with access to Sales Cloud functions and data. Using the Security Console Introduces the tools used to manage the roles, privileges, and policies of the RBAC model. How to set up, manage, and use the Security Console. Reviewing Roles and Role Assignments How to review roles and identify the users who have them on the Security Console. Certificate Management How to generate, import, export, and delete PGP and X.509 certificates on the Security Console. 1

10 Chapter 1 Securing Introduction to Security Chapter Contents Customizing Security How to configure Sales Cloud security policies, how to copy predefined roles to create new roles, and how to create new roles from scratch. Synchronizing with Oracle Identity Management The role of the LDAP daily processes and how to schedule them. Security and Reporting How to enable users to run Oracle Transactional Business Intelligence and Business Intelligence Publisher reports. Implementing Federated Single Sign-On How to implement federated Single Sign-On. Advanced Data Security An introduction to these optional cloud services: Database Vault Transparent Data Encryption During implementation, you can perform security-related tasks: From a functional area task list By selecting Setup and Maintenance on the home page and searching for the task on the All Tasks tab of the Setup and Maintenance work area Once the implementation is complete, you can perform most security-related tasks from the Setup and Maintenance work area or the Security Console. 2

11 Securing 2 Chapter 2 Authentication and Identity Management Authentication and Identity Management Authentication and Identity Management This chapter describes the authentication and identity management services provided by Oracle for Cloud Applications. Standard Authentication for Cloud Applications Authentication, the process of verifying that a user is who they claim to be, is applied to all users, automated agents, or Web services that access an Oracle Cloud application. User credentials are checked at login and access is then granted or denied. In the standard method of authentication provided for Oracle Cloud environments, authentication providers validate user and system access based on a user name-password combination. Authentication providers also make user identity information available to other Cloud components when needed. Identity Store The Oracle Cloud authentication providers access the identity store, which is a logical repository of enterprise user and group identity data. Oracle Identity Management, a component of Oracle Fusion Middleware, is the Lightweight Directory Access Protocol (LDAP) identity store used by default for Oracle Cloud Applications. Oracle Identity Management (OIM) stores the definitions of the following: LDAP user accounts Information about roles provisioned to users Job and abstract roles, which are shared across all applications In general, changes you make to user accounts, or to job or abstract role information, are automatically synchronized between and OIM. However, you must also run the processes Send Pending LDAP Requests and Retrieve Latest LDAP Changes on a daily basis to manage information exchange between your application and Oracle Identity Manager. For information, see the chapter Synchronizing with Oracle Identity Management. Single Sign-On Authentication Single Sign-On authentication, which enables users to sign in once but access multiple applications, is optionally available for user authentication. If your enterprise has moved from a traditional on-premises environment to an Oracle Cloud implementation, you might want to use your existing identity management solution for authenticating your employees in, and might also want to provide a Single Sign-On experience. Implementing federated Single Sign-On allows you to provide users with Single Sign-On access to applications and systems located across organizational boundaries. For additional information, see the chapter Implementing Federated Single Sign-On. Note Single Sign-On authentication is available on all platforms used to access the Sales Cloud application, including Oracle Mobile platforms, and is also available for Web services. 3

12 Securing Chapter 2 Authentication and Identity Management 4

13 Securing 3 Chapter 3 Authorization with Role-Based Access Control Authorization with Role-Based Access Control Role-Based Access Control When you receive your Oracle Cloud application, access to its functionality and data is secured using the industry-standard framework for authorization, role-based access control (RBAC). You must implement the RBAC controls provided by Oracle Sales Cloud so that users have appropriate access to data and functions. In a RBAC model, users are assigned roles, and roles are assigned access privileges to protected system resources. The relationship between users, roles, and privileges is shown in the following figure. In, users gain access to application data and functions when you assign them roles, which correspond to the job functions in your organization. Users can have any number of different roles concurrently, and this combination of roles determines the user's level of access to protected system resources. For example, a user might be assigned the Sales Manager role, the Sales Analyst role, and the Employee role. In this case, the user has the following access: As an employee, the user can access employee functions and data. As a sales manager, the user can access sales manager functions and data. As a sales analyst, the user can access sales analysis functions and data. When the user logs into and is successfully authenticated, a user session is established and all the roles assigned to the user are loaded into the session repository. determines the set of privileges to system resources that are provided by the roles, then grants the user the most permissive level of access. You can assign roles to a user manually, when you create the user, or automatically, by creating role provisioning rules. Related Topics Provisioning Enterprise Roles to Users: Explained Predefined Sales Roles Many job and abstract roles are predefined in. The following are the main predefined Sales job roles: Business Practices Director Channel Account Manager 5

14 Securing Chapter 3 Authorization with Role-Based Access Control Channel Administrator Channel Operations Manager Channel Partner Manager Channel Partner Portal Administrator Channel Sales Director Channel Sales Manager Corporate Marketing Manager Customer Contract Administrator Customer Contract Manager Customer Data Steward Customer Relationship Management Application Administrator Customer Relationship Management Integration Specialist Data Steward Manager Enterprise Contract Administrator Enterprise Contract Manager Marketing Analyst Marketing Manager Marketing Operations Manager Marketing VP Master Data Management Application Administrator Master Data Management Integration Specialist Partner Administrator Partner Sales Manager Partner Sales Representative Sales Administrator Sales Analyst Sales Catalog Administrator Sales Lead Qualifier Sales Manager Sales Representative 6

15 Securing Chapter 3 Authorization with Role-Based Access Control Sales VP Supplier Contract Administrator Supplier Contract Manager These predefined roles are part of the security reference implementation. The security reference implementation is a predefined set of security definitions that you can use as supplied. You must also assign the following abstract roles to all users who are employees so they can carry out their work: Employee Resource Role Types This topic describes the roles provided by and explains how they work together to provide users with permissions to application resources. provides the following types of roles: Enterprise roles Job roles Abstract roles Application roles Application job roles Application abstract roles Duty roles Authenticated role Note Abstract roles and job roles are also called enterprise roles or external roles because they are created in the identity store (Oracle Identity Management) and are not specific to an application pillar. Application roles are created in the policy store and are specific to each Oracle application pillar. Oracle Entitlements Server Authorization Policy Manager is used to manage the policy store for Oracle Cloud Applications. The permissions each role provides are described in security reference manuals available on Job Roles Job roles represent the job functions in your organization. Sales Representative and Sales Manager are examples of predefined job roles. You can also create custom job roles. 7

16 Securing Chapter 3 Authorization with Role-Based Access Control Job roles provide users with the permissions they need to perform activities specific to their jobs. For example, providing a user with the Sales Manager job role permits the user to manage salespersons within the organization, follow up on leads, generate revenue within a territory, build a pipeline, manage territory forecasts, and assist salespeople in closing deals. You can assign job roles directly to users. You can also create custom job roles. Abstract Roles Abstract roles represent a worker's functions in the enterprise independently of the job they do. The following are examples of abstract roles used in Oracle Sales: Employee Resource Abstract roles permit users to perform functions that span across the different jobs in the enterprise. For example, users who are employees must be provisioned with the Employee abstract role, so they can update their employee profiles and pictures. For, you must also provision users with the Resource abstract role, so they can work on leads, opportunities, and other sales tasks. You can assign abstract roles directly to users. You can also create custom abstract roles. Application Job Roles and Application Abstract Roles Each enterprise job and abstract role inherits a corresponding application role of the same name. For example, the Sales Administrator job role is associated with the Sales Administrator application job role. The application job role or application abstract role provides many functional and data privileges to the related job or abstract role, and is the top-level application role in the hierarchy of duty roles assigned to a job or abstract role. You can't assign application job roles or application abstract roles directly to users. Duty Roles Job and abstract roles permit users to carry out actions by virtue of the duty roles they include. Each predefined duty role consists of a logical grouping of privileges that represents the individual duties that users perform as part of their job. Duty roles are composed of security policies which grant access to work areas, dashboards, task flows, application pages, reports, batch programs, and so on. Job roles and abstract roles inherit duty roles through their corresponding application job or application abstract roles. For example, the Sales Manager job role inherits the Sales Manager application job role which includes the Sales Lead Follow Up duty and the Sales Forecasting Management duty. The Sales Lead Follow Up duty makes it possible for managers to work with leads. The Sales Forecasting Management duty enables the management of sales forecasts. Duty roles can also inherit other duty roles. They're part of the security reference implementation, and are the building blocks of custom job and abstract roles. You can also create custom duty roles. You can't assign duty roles directly to users. Authenticated Role The authenticated role is an application role. In Oracle Cloud Applications, the authenticated role is granted by default to any authenticated user through the ALL_USERS enterprise role. About Role Hierarchies and Inheritance This topic describes how users inherit roles and privileges and introduces the role hierarchy. 8

17 Securing Chapter 3 Authorization with Role-Based Access Control In, each role can be linked to other roles in a parent-child format to form a hierarchy of roles. As illustrated in the following figure, users are assigned job and abstract roles, which inherit application roles of the same name. The toplevel application roles in turn inherit duty roles and their associated privileges. Role hierarchies allow privileges to be grouped to represent a feature set in, which simplifies feature management. Role hierarchies also provide privilege granularity and facilitate role reuse. For example, each role hierarchy beneath the Application Job Role represents a feature that is available through the job role to the user. Roles at lower levels of the hierarchy represent functionality that the feature requires. If this functionality is required by other features, the role that provides the functionality can be shared across roles. Note Having many levels in a role hierarchy is not recommended. Deep role hierarchies are difficult to manage, and modification of the privileges in roles that are heavily reused can cause undesired behavior in other features. Role Inheritance Rules In, roles can be inherited according to the following rules. External roles (job and abstract roles) can inherit privileges from subordinate external roles. External roles can inherit privileges from subordinate application roles. Application roles can inherit privileges from subordinate application roles. Application roles cannot inherit privileges from external roles. Circular references between roles are not allowed. 9

18 Securing Chapter 3 Authorization with Role-Based Access Control Role Inheritance Example This example shows how roles and privileges are inherited for a user, Tom Green, assigned the Sales Manager job role. The following figure shows a few representative duty roles. In this example, an employee sales manager, Tom Green, is provisioned with the roles needed to do the job: the Sales Manager job role, and the Employee and Resource abstract roles. Each job and abstract role has an equivalent application role with the same role name. Roles are inherited as follows: The Sales Manager job role inherits an application job role of the same name: the Sales Manager application job role. The Sales Manager application job role inherits duty roles including the Sales Party Management duty role and the Opportunity Sales Manager duty role. The duty roles can be associated with functional security policies and data security policies. For example, the inherited Opportunity Sales Manager duty has functional security policies that specify which application pages and functions sales managers can access for deleting, assigning, closing, creating, and viewing an opportunity. The View Opportunity policy, for example, permits sales managers to view all UIs, Web services, and task flows related to opportunities. 10

19 Securing Chapter 3 Authorization with Role-Based Access Control Security Policies Duty roles are associated with two types of security policies: functional security policies and data security policies. Security policies define the privileges provided by the duty role to access specific application resources. This topic describes both types of security policy. Note The privileges provided by each duty role are described in the security reference manuals available on docs.oracle.com. Functional Policies Functional policies permit an individual who is assigned a duty role to access different user interface elements, Web services, tasks flows, and other functions. For example, a sales manager who has the Delete Opportunity functional policy will be able to view and click the Delete button. Removing that policy removes the button from view. A functional policy is made up of the following: A duty role name. The name of the duty where the policy applies, for example, Opportunity Sales Manager. A functional privilege that specifies the application features that are being secured, for example, View Opportunity. In the security reference manuals, functional privileges are listed in the Privileges section. Data Security Policies Data security policies specify the duty roles that can perform a specified action on an object, and the conditions under which the action can be carried out. A data security policy is composed of: A duty role name. The name of the duty where the policy applies. For example, Opportunity Sales Manager. A data privilege that defines the action being performed. For example, View Opportunity. The condition that must be met for access to be granted. For example, sales managers can view opportunities provided they are in the management chain or are members of the sales team on the opportunity. If the View All condition is specified, the duty role provides access to all data of the relevant type. Each data security policy represents an underlying SQL query. The application evaluates the query at run time, and permits access to data that meets the condition. Data privileges are listed in the Data Security Policies section of the security reference manuals. Policy Store The policy store is the repository of duty roles and other application-specific roles for Oracle Cloud Applications. The policy store is also where the security policies defined for each duty role are stored. Oracle Entitlements Server Authorization Policy Manager is a tool for managing the policy store for Oracle Cloud Applications. Security Customization: Points to Consider If the predefined security reference implementation doesn't fully represent your enterprise, then you can make changes. 11

20 Securing Chapter 3 Authorization with Role-Based Access Control For example, the predefined Sales Representative job role includes sales forecasting privileges. If some business groups in your organization have the sales managers do forecasting, not the sales representatives, then you can create a custom Sales Representative role without those privileges. During implementation, you evaluate the predefined roles and decide whether changes are needed. Important Never edit the predefined roles. During each upgrade, predefined roles are updated to the specifications for that release and any customizations are overwritten. Therefore, you must either copy the predefined roles and edit the copies or create custom roles from scratch. You can perform both tasks on the Security Console. You can identify predefined application roles easily by their role codes, which all have the prefix ORA_. For example, the role code of the Sales Representative application job role is ORA_ZBS_SALES_REPRESENTATIVE_JOB. All predefined roles are granted many function security privileges and data security policies. They also inherit duty roles. To make minor changes to a role, copying the predefined role and editing the copy is the more efficient approach. Creating roles from scratch is most successful when the role has very few privileges and you can identify them easily. Missing Enterprise Jobs If jobs exist in your enterprise that aren't represented in the security reference implementation, then you create custom job roles. Add duty roles to custom job roles, as appropriate. Predefined Roles with Different Privileges If the privileges for a predefined job role don't match the corresponding job in your enterprise, then you create a custom version of the role. If you copy the predefined role, then you can edit the copy to add or remove duty roles, function security privileges, and data security policies, as appropriate. Predefined Roles with Missing Privileges If the privileges for a job aren't defined in the security reference implementation, then you create custom duty roles. The typical implementation doesn't use custom duty roles. Reviewing Predefined Roles This topic describes the ways in which you can access information about predefined roles. This information can help you to identify which users need each role and whether to make any changes before provisioning roles. The Security Console On the Security Console, you can : Review the role hierarchy of any job, abstract, or duty role. Identify the function security privileges and data security policies granted to a role. Compare roles to identify differences. Reports You can run the User and Role Access Audit Report to produce an XML-format report of the function security privileges and data security policies for a specified role or all roles. 12

21 Securing Chapter 3 Authorization with Role-Based Access Control The Security Reference Manuals Two manuals describe the security reference implementation for users: The Oracle Applications Cloud Security Reference for Common Features includes descriptions of all predefined security data that's common to Oracle Fusion Applications. The Security Reference includes descriptions of all predefined security data for Oracle Sales Cloud. Both manuals contain a section for each predefined job and abstract role. For each role, you can review its: Duty roles Role hierarchy Function security privileges Data security policies You can access the security reference manuals on cloud.oracle.com. From the menu select Resources - Documentation Applications. Select Sales Cloud, then Books. 13

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23 Securing 4 Chapter 4 Data Sharing Mechanisms and Visibility Data Sharing Mechanisms and Visibility Overview The conditions specified in data security policies control visibility to record-level data associated with a schema object, such as an opportunity. Conditions can use the following components as mechanisms for sharing data, provided that the sharing mechanism is applicable for the object: Team Partner team Territory Resource hierarchy Business unit For example, for the Opportunity object, data can be shared through team membership, through the resource hierarchy, or through territory membership. This chapter describes how users gain visibility to various objects in. How Users Gain Access to Opportunities This topic explains how the security reference implementation provided by Oracle determines who can access what opportunity information in your sales organization. Whether or not you can access a particular opportunity depends on your membership in the resource and territory hierarchies. You can access an opportunity if: You create the opportunity. You are on the opportunity sales team. The opportunity owner or sales team member is your direct or indirect report in the resource hierarchy. You are the owner or are a member of the territory assigned to the opportunity. You are the owner or member of an ancestor territory of the territory assigned to the opportunity. You are assigned to a territory for the account associated with the opportunity. You are assigned to a territory that is an ancestor of the territory for the account associated with the opportunity. Salespeople can see all opportunities related to their accounts. However, access differs between territory members and opportunity members: An opportunity owner gets full access to the opportunity, which includes the ability to edit as well as add and remove team members. Owners and members of territories or of ancestor territories assigned to the account of the opportunity get read-only access to the opportunity and are not added to the opportunity sales team. Owners and members of territories assigned to the opportunity product lines are added as a distinct list of territories to the opportunity sales team. Owners and members of these territories get full access to the opportunity. Depending on a profile option, either only the owner or all the members of the territory are added as resources to the opportunity sales team. Regardless of the access level for these members as a resource on the opportunity team, they always have full access. 15

24 Securing Chapter 4 Data Sharing Mechanisms and Visibility Owners and members of ancestor territories of the territory assigned to the opportunity do not get added to the opportunity sales team but they always get full access. The following figure illustrates some of the different ways you can gain access to an opportunity: Named agents in the diagram (A, B, and C) can access the opportunity. Unnamed agents (highlighted in yellow) cannot access the opportunity. Sales managers can access the opportunity because a salesperson in their management chain has access. This figure shows who in a sales hierarchy can access an opportunity. Agent A can access the opportunity because she created it. When you create an opportunity, you are the initial owner. 16

25 Securing Chapter 4 Data Sharing Mechanisms and Visibility Agent B can access the opportunity because he is on the sales team. Agent C can access the opportunity because he is the owner of the NW territory. Sales managers who are higher up in the management chain can also see the opportunity because access is provided through the resource hierarchy. Agent C's manager can access the opportunity information, but agent C's colleagues cannot. Note Access using accounts is not shown in this figure. Special Access Some access is not affected by the management hierarchy and membership in sales teams or territories. This special access includes: Administrators: Administrators get access to opportunities and other objects. This access is based on their privileges, regardless of where the administrators are in the management hierarchy. Administrators do not have to be on the sales team or members of territories. Deal Protection: Salespeople assigned to an opportunity retain the sales credit on an opportunity even if they are moved to another opportunity. How Users Gain Access to Leads This topic explains how the security reference implementation provided by determines who can access lead information in your sales organization. Qualified leads are assigned to a sales team based on sales territories. Unqualified leads are assigned to individual lead qualifiers either manually or based on rules defined in the assignment manager engine. Whether or not you can access a particular lead depends on your membership in the resource and territory hierarchies. You can access a lead if: You are the lead owner. The lead owner is your direct or indirect report in the resource hierarchy. You are a member of the lead sales team. Resources in the management hierarchy of a newly added lead sales team member have the same level of access to the sales leads as the team member. You are the owner of the territory the lead is assigned to or of ancestor territories. You are a member of the sales territories assigned to the lead. Note Only the lead owner, or resources in the management chain of the lead owner, can change the lead owner. Multiple Business Units and Data Access This topic describes how implementing multiple business unit functionality affects access to object transactional data. 17

26 Chapter 4 Securing Data Sharing Mechanisms and Visibility A business unit (BU) is a unit of an enterprise that performs one or more business functions, such as Sales or Marketing. In, a BU primarily provides a means of separating or sharing setup data and controlling transactional data access within an enterprise. By default, an enterprise structure is created as a single business unit to which all users belong. However, you can create additional BUs if required. Users are associated with a business unit through their resource organization membership. Resource organizations are mapped to one or more BUs. When a Sales Cloud user is created, the user is assigned to a resource organization, and thereby gains access to each BU that is mapped to the resource organization. For example, a user can access relevant transactional data associated with their primary BU, but might also have access to relevant transactional data in other BUs through their resource organization. Note When you create a user in, you specify a business unit for the user. However, only the BUs associated with the user's resource organization are relevant in determining the BUs a user can access. If a BU is not specified for a resource organization, the default business unit is used. Within, the opportunity and lead business objects support the use of multiple business units (MBUs). When you create an object that supports multiple business units, such as an opportunity, you specify the BU to associate with the object. Object Access in a Single Business Unit Environment (Default) In this type of implementation, all users can access master data, such as product or account information, by default. In addition, access to transactional data for objects such as opportunities, contracts or leads, is determined as follows: Sales administrators can access transactional data for all objects. Sales users gain access to transactional data for an object through one of the following methods: They have been granted full access to the object Through territory or team membership Through the resource management hierarchy Full access to an object is provided through data security policies that include a condition of All Values. The following table provides additional information about other methods of object access. Type of Object Access Description Territory membership You gain access to an object if: You are the owner or member of the territory that is assigned to the object. You are the owner or member of an ancestor territory of the territory assigned to the object. Your direct or indirect report in the resource hierarchy is the owner or a member of the territory assigned to the object. Your direct or indirect report in the resource hierarchy is the owner or member of an 18

27 Chapter 4 Securing Type of Object Access Data Sharing Mechanisms and Visibility Description ancestor territory of the territory assigned to the object. Team membership You gain access to an object if: You are a member of the sales team assigned to the object. Your direct or indirect report in the resource hierarchy is a member of the sales team assigned to the object. You are a member of the partner team assigned to the object. Object Access in a Multiple Business Unit Environment In a multiple business unit environment, access to objects and data is influenced by the business unit the user belongs to. In this type of implementation, access to transactional data for objects, such as opportunities or leads, is determined as follows: Sales administrators can access transactional data for all objects that are associated with the business unit or units to which the administrators are assigned. Sales users access to transactional data for an object is the same in multiple BU environments and single BU environments. That is, sales users can access object data across BU boundaries provided that they have valid access to the object by means of territory or team membership, through the resource hierarchy, or by being granted full access to the object. Business unit assignment can, however, indirectly impact a user's access to object transactional data. In a multiple BU environment, BUs are available as territory dimensions and can be included as part of the territory coverage definition for the assignment of transactions. A sales user gains access to object data through territory membership. If BU is specified as a territory dimension, then the user's access to data is limited to objects which, when they were created, were assigned to the same BU that is assigned to the user's territory team. 19

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29 Chapter 5 Securing 5 About Users About Users About Creating Users for This topic provides information about creating users in. Review this information before you create setup and application users. User Types When you sign up with, you receive the user name and password for one initial user. The initial user is provisioned with the following job roles: Application Implementation Consultant IT Security Manager Application Diagnostic Administrator These roles provide the initial user with the privileges necessary to perform many implementation tasks, including creating other users. The following table explains the different types of users that you can create when you sign in to the application as the initial user. Type of User Description Setup users You can provision setup users with the same job roles as the initial user so that they can perform the standard implementation set up tasks for your implementation. Setup tasks include managing security, enterprise setup, and creating other users, including other users with the same privileges. The roles assigned to the initial user are: Application Implementation Consultant job role IT Security Manager job role Application Diagnostic Administrator job role You also need to provision setup users with the following additional roles: Sales Analyst job role Sales Administrator job role Employee abstract role Setup users are not part of the sales organization so aren't created as resources in and aren't provisioned with the Resource abstract role. You cannot assign sales work to them and they cannot view sales transaction data or reports. However, setup users 21

30 Chapter 5 Securing Type of User About Users Description do have the privileges to assign themselves additional roles to make those tasks possible. Sales administrators Sales administrators, like other application users, are created as resources and are provisioned with job and abstract roles on the basis of the resource role they are assigned. Sales administrators are provisioned with the Sales Administrator job role, which includes permissions to manage the import of data from legacy systems, to customize the application according to business needs, and to set up and administer the sales territories and sales processes. Sales administrator users can view sales transactional data and reports but cannot configure sales application security or perform tasks related to an enterprise setup. Sales administrator users are provisioned with the following roles: Sales Administrator job role Resource abstract role Employee abstract role To create sales administrators, follow the same procedure outlined in the topic Creating Application Users for : Worked Example. Application users You create application users as resources. As resources, application users can be assigned work and appear in your sales organization directory. Application users are provisioned with job and abstract roles according to the resource role they are assigned. The provisioned job roles do not permit application users to perform implementation tasks, but they can perform a functional setup within the application, depending on their role. Application users are provisioned with the following roles: The job roles that they require to perform their job The Resource abstract role The Employee or the Contingent Worker abstract role, depending on the employee type of the user 22

31 Chapter 5 Securing About Users Note The user types outlined in the preceding table are suggestions. The privileges granted to any user are entirely dependent on the assigned job and abstract roles so, for example, you can create an application user who is also a setup user if you want. Methods of Creating Users You can create users in either of the following ways. You can: Create users individually in the Manage Users work area. You can navigate to this work area using the Navigator menu from any application page. Use this method to create all setup users, and to create application users unless you are creating a large number of users. Import users from a file using the File-Based Data Import group of tasks from the Setup and Maintenance work area. Import users from a file only if you have a large number of users to create. To import users, you must understand how user attributes are represented in and how to map the attributes in your file to the attributes required by the application. You cannot import setup users because the import process requires you to import sales resources. See Understanding File-Based Data Import: Getting Started and other help topics on file import. Tasks You Accomplish by Creating Users When you create users, you also accomplish the tasks listed in the following table. Not all the tasks apply to setup users because they are not created as resources in the application. Task Accomplished Application and Sales Administrator Users Setup User Comments Send automatic notifications containing the user names you entered and automatically generated temporary passwords. Yes Yes The application sends the notifications to the user or to an administrator only once, either on creation or later, depending on the setup. Automatically provision the job and abstract roles that provide the security settings users require to do their jobs. Yes Yes Job and abstract roles are provisioned based on the autoprovisioning rules discussed in related security topics. Create resources that can be assigned Sales work. Yes No Setup users are not resources in your application and so cannot be assigned to sales teams or view reports. 23

32 Chapter 5 Securing Task Accomplished About Users Application and Sales Administrator Users Setup User Comments Create the resource reporting hierarchy used by for reporting, forecasting, and work assignments. Yes No When you create a resource, you specify a manager for that resource and build a resource reporting hierarchy. Create resource records that individual users can update with personal information to complete a directory of your organization. Yes No Setup users are not resources and so their information does not appear in your Sales directory. Create a hierarchy of resource organizations. Yes Not applicable Each resource is assigned to a resource organization, and the application builds a hierarchy of these organizations based on the resource reporting hierarchy. Setup users are not resources and so are not assigned to resource organizations. Create rudimentary employee records that can be used by Oracle HCM Cloud if you have implemented it, or if you implement it in the future. Yes Yes You must specify each user as either an employee or as a contingent worker. Creating the Resource Reporting Hierarchy You build a resource reporting hierarchy when you create sales application users by specifying the manager of each user you create. If you are creating users in the user interface, then you must start by creating the user at the top of the hierarchy and work your way down. If you are importing users using file-based import, then the order does not matter provided that all of your users are in the same file. The resource reporting hierarchy does not have to mirror the formal reporting hierarchy, which is captured separately in the Oracle HCM Cloud application if it has been implemented. In, you can have only one resource reporting hierarchy reporting to one person. 24

33 Securing Chapter 5 About Users Creating Resource Organizations and the Resource Organization Hierarchy In, you must assign each manager that you create as a user with his or her own resource organization. All direct reports who are individual contributors inherit their manager's organization. The application automatically builds a resource organization hierarchy, using the resource reporting structure. The resource organizations remain even if managers leave. You can reassign the resource organizations to their replacements. In, resource organizations serve a limited purpose. The name of each resource organization appears in the application's Resource Directory, which users can access to obtain information about their coworkers, and in social media interactions. However, resource organizations are not used in application security or for work assignments. You assign work to individuals rather than their organizations. You access the Resource Directory from the Navigator menu. The resource organization names appear under each person's title. The resource organization names do not have to reflect the names of departments. Departments are tracked along with employee records in the Oracle HCM Cloud application if it has been implemented. Creating Basic Oracle HCM Cloud Employee Records When you create application users, you must specify information that is used to create basic employee records for the Oracle HCM Cloud application. Employee records are used only if you are implementing Oracle HCM Cloud or plan to do so. You must specify the following information for the employee record: Person Type Legal Employer Business Unit For information about these employee-related values, see the topic Creating Application Users for the : Worked Example. Related Topics Creating Application Users for : Worked Example 25

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